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Exhibitor Hub

What is the Exhibitor Hub? The AAOE Industry Relations Advisory Board is working to create a vendor community, so that no matter how many years you have been exhibiting, you can visit this page to learn something new and answer any questions. Take a peak at the AAOE Industry Relations Advisory Board Blog. Monthly blog posts will share information about how to make your exhibitor experience at the AAOE Annual Conference the best one yet.

Have a question about the AAOE 2018 Annual Conference that isn't listed below? Send your question to akujawa@aaoe.net or call 317-749-0625 to connect with AAOE CEO Addy Kujawa, CAE. If your company has a question, there's a good chance another exhibiting company has the same question and we will publish on this page.
 
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AAOE Industry Relations Advisory Board Blog

By: Laura Serrano-Haggard, Nuance Communications and Jason Miller, tsi

While there are many important factors to consider when planning for a successful tradeshow event – budgets, booth design, messaging, staffing, logistics – there is none more important than the attendee’s experience while visiting your booth. How were they approached/welcomed? Did you listen to what they had to say? Did you make a good impression? Your staff’s knowledge, presence and overall demeanor can make or break your event. Enhance the effectiveness of your team by reviewing the following recommendations:

 

  1. Look professional –Whether you are asked to wear a suit or the company-issued polo shirt, make sure it is clean and wrinkle free. Wrinkles convey an “I don’t care” attitude which can reflect not only on the person, but also on the company.
  2. Be engaged – Be excited to be there and share knowledge with others! Put down your laptop, phone, or newspaper. Stand in the aisles outside your booth to more easily engage with attendees as they walk through the exhibit hall.
  3. Mind your manners – Be polite and tasteful. Show a genuine interest in an attendee’s organization. Shake hands with every booth visitor. Say please and thank you, and be gracious if they are not interested in learning more about your company.
  4. Be a host – Smile, be warm and friendly, but avoid being pushy or overbearing. Welcome the attendees into your booth, offer them a chair, make them comfortable.
  5. Communicate effectively – Listen more than you speak. Prospective clients want to be sure you understand – and care about! -- their situation or concerns. Be sure that your body language sends the same message as your attitude: stand up straight with your shoulders back and arms uncrossed.
  6. Know your stuff – Attendees want to learn more about your company than they can discover by going to your website. Personalize your message to meet their needs. Be conversant in your company’s solutions/services.

Success is where preparation and opportunity meet. – Bobby Unser

Driving Traffic to Your Booth

By: Michaela Meyer, athenahealth

Your exhibit booth is ready, your hotel is booked at the Hyatt Regency, and you are about to jet off to Orlando for the AAOE 2018 Annual Conference. But how can you be sure you see the right people at your booth? How can you make sure you have enough traffic to your booth?

The Industry Relations Advisory Board has cultivated the top ways to ensure this year’s conference is your most successful yet.

  • Pre-Conference: How to Build Excitement
    • Advertise! Include your booth number in all your printed and digital materials and encourage attendees to visit your booth.
    • Outreach – take advantage of the ability to send emails and mailed postcards to attendees ahead of time! Include a call to action for attendees to come to your booth and give them a reason WHY they should come. Is it a product demo? A fun giveaway? A raffle? Get attendees excited about what is happening at your booth.
  • On-Site: Exhibit Hall Events
    • The Exhibit Hall game will draw in the crowds in a simple but effective way.
    • Did someone say free drinks? Attendees can enjoy a free drink on you with a drink ticket to be used at the Opening Reception in the Exhibit Hall.
    • Be inviting in the Exhibit Hall. Prepare yourself and your team with a consistent and exciting message to attendees!
  • Think Outside the Booth
    • Networking events and educational sessions are great (and free) options to have interactions with attendees outside the Exhibit Hall in a more casual setting.
    • Think about sponsorships! Sponsorship opportunities vary in options and budget. They are a great way to get the word out about your company’s booth and be recognized among the many exhibitors at the AAOE conference.

 

 

By Justin Rockman, Surgimate, VP Sales

You spent months preparing for the AAOE Annual Conference. You’ve read all the tips on how to present yourself and how to drive traffic to your booth. But how else can you maximize your time at the conference?

That’s where the Hosted Buyer Program comes in. This is a new program that matches AAOE member attendees with AAOE exhibitors based on product and service needs. They are paired for pre-scheduled one-on-one appointments during a dedicated time at the beginning of the conference – before the Exhibit Hall opens or educational sessions begin.

As an exhibitor, you want to be a part of this program. Here’s why:

  • You Are Guaranteed to Meet the Right People: At your booth, you are casting a wide net hoping to attract the right type of buyer. These one-on-one meetings are tailor-made to ensure that you are meeting with an attendee whose needs can be fulfilled by your company.

  • Build Relationships: Selling a product in 5 minutes can be difficult (unless it’s chocolate). However, you only need 5 minutes to build a relationship. Invite them to your booth to continue showing them how your product will transform their practice.

  • A Quiet Environment: The Exhibit Hall can get quite loud, making one-on-one networking hard to do. These one-on-one meetings allow you to talk with a buyer in a place where your message won’t be muffled by other noise. Without other booths around, you will have the buyer’s undivided attention.

  • Armed With Information: In an ideal world, you would know the background information on each person that comes to your booth and be fully prepared. We might not live in that perfect world but the Hosted Buyer Program comes pretty close. You are given detailed information on each buyer before the meeting, letting you customize each presentation before they walk in.

Don’t let the AAOE 2018 Annual Conference be just another conference. Make it one where you will see true ROI through the Hosted Buyer Program.

Please contact Paige Adkins at 317-749-0632 or padkins@aaoe.net for more information. Only a limited number of spots still available to exhibitors.

 

Booth Staff

Yes! Guests that are not employees of a vendor company and are a spouse, signaficant other, or child are welcome to attend. 

Guest registration is $125.

No deadline for purchasing booth staff badges. Exhibitors can even purchase badges for their staff on-site at the same price.

It is encouraged to purchase prior to arriving on-site to ensure food and beverage counts are accurate.

Yes, the AAOE has a room block available to exhibitors. The room rate is $239 per night and can be purchased here. Deadline for the negotiated room rate is March 22, 2018.

Yes! We encourage booth staff to attend the Poolside Party in Paradise on Sunday, April 15.

Tickets can be purchased for $149 per booth staff.

Yes! You are welcome to pay for your booth staff on-site at AAOE's registration desk or choose to register your staff all-together at the AAOE registration desk.

It is encouraged to at least have all your booth staff registered before the conference, so we can email them everything they need to know before arrving on-site (i.e. theme days, particpation in different events, etc.).

No. Only during dedicated Exhibit Hall hours is a company required to have a minimum of one person at their booth.

Exhibit Hall hours can be viewed here. Dedicated Exhibit Hall hours include the Opening Reception and lunch.

Booth staff can enjoy appetizers and the cash bar on Saturday, April 14 during the Opening Reception in the Exhibit Hall.

Lunch is also included in booth staff registration on Sunday, April 15 and Monday, April 16.

Each 10x10 exhibit booth includes two complimentary booth staff badges. Full conference badges can be purchased for $300. Day passes are also available for $175.

If your company has a 10x20 booth, you will receive four booth staff badges, 10x30 booth receives six booth staff badges, etc.

Yes!

Booth staff are welcome to attend education sessions during non-dedicated exhibit hall hours.

Yes!

We encourage exhibitors to attend education sessions during non-dedicated exhibit hall hours. This is a great way to connect with conference attendees outside the exhibit hall, as well as learning the trends/barriers in orthopaedic practices.

Increase Your ROI

Yes! 

You can pay $200 to particpate in the exhibit hall game and it can be purchased here. Deadline to particpate is February 23, 2018.

 

We're glad you asked! 

AAOE is here to make your conference experience the best it can possibly be.

Opportunities include:

If you have any questions, please contact Paige Adkins at 317-749-0632 or padkins@aaoe.net

Sports day is on Monday, April 16. Fashion your favorite sports team jersey or t-shirt with some comfortable jeans and tennis shoes. 

We also encourage you to take part in the theme with sports-related activities at your exhibit booth.

Yes, you can do giveaways as long as they are in your booth.

Feel free to send your giveaway (and multiple quanitites if any) to Paige Adkins to be included in AAOE marketing by February 23, 2018.

The exhibiting company's main contact will receive attendee lists on the following dates:

  • February 7, 2018
  • March 7, 2018 
  • April 4, 2018 
  • April 18, 2018

Yes! 

Complete this form and send to padkins@aaoe.net. You will be connected with the catering department at the Hyatt Regency.

You can also elect to sponsor AAOE's coffee and dessert through a sponsorship. Contact Paige Adkins for availablity and pricing.

And if you're looking for a low-cost option, drink tickets can be purchased for the Opening Reception in the Exhibit Hall. Companies that have purchased drink tickets will be included in marketing with their booth number in signage, mobile app, and the printed program book. Pricing is below.

Ticket Quantity Price Package Availability
20 tickets $750 8 available
50 tickets $1,500 5 available
100 tickets $2,500 3 available

The Give Kids the World charity provides weeklong, cost-free vacations to children with life-threatening illnesses.

Exhibitors who donate $1,000 or more will receive their company name on a t-shirt.

Donate now!

On-Site Questions

No. The AAOE Exhibitor Rules and Regulatiosn state that you are not allowed to tear down your booth before the Exhibit Hall closes.

The Exhibit Hall closes on Monday, April 16 at 2:45 pm.

Exhibit booth tear down is Monday, April 16 at 3:00 - 11:00 pm and Tuesday, April 17 at 7:00 am - 12:00 pm.

Conference attendees (and exhibitors) can find the ribbons next to AAOE's registration desk after picking up their registration tote bag and name badge.

Attendees can wear different ribbons signfying what AAOE volunteer group they're a part of, what their role in their practice is, or some fun ways to share their personality.

Decorate your name badge to share who you are!

Color-coded neck wallets help you connect with AAOE members and industry peers at the conference! Meet new members, ask questions of volunteer leadership, and gain insight from board members.

  • Black - Attendees
  • Green - New Members & First-Time Attendees
  • Purple - AAOE Volunteers
  • Royal Blue - AAOE Board of Directors
  • Gray - Guests
  • Red - Exhibitor
  • Navy - Speakers

Lead retrieval scanners can be picked up and dropped off at the AAOE registration desk.

Exhibitor Set-Up

Friday, April 13, 5:00 - 9:00 pm

Saturday, April 13, 7:00 am - 3:00 pm

 

Exhibitor Tear Down

Monday, April 16, 3:00 - 11:00 pm

Tuesday, April 17, 7:00 am - 12:00 pm

Friday, April 13, 2018

Exhibitor Set-Up: 5:00 - 9:00 pm

 

Saturday, April 14, 2018

Exhibitor Set-Up: 7:00 am - 3:00 pm 

Opening Reception in Exhibit Hall: 5:00 - 6:30 pm

 

Sunday, April 15, 2018

Exhibit Hall Open: 10:45 am - 5:00 pm

Networking in Exhibit Hall: 11:00 am - 1:00 pm

Lunch in Exhibit Hall: 11:45 am - 12:45 pm

 

Monday, April 16, 2018

Exhibit Hall Open: 12:00 - 2:45 pm

Lunch in Exhibit Hall: 12:30 - 2:45 pm

Exhibitor Tear Down: 3:00 - 11:00 pm

 

Tuesday, April 17, 2018

Exhibitor Tear Down: 7:00 am - 12:00 pm

Show Services

No furniture is included with your booth. If you would like a table, chairs, etc., this must be purchased through Paramount Convention Services.

Jessica Johnson

Email: jjohnson@paramountcs.com

Phone: 314-621-6677

All furniture and carpet orders can be placed through Paramount Convention Services.

Jessica Johnson

Email: jjohnson@paramountcs.com

Phone: 314-621-6677

Internet is not required but is recommended if you have a display at your booth requiring an internet connection. It can be purchased through Markey's Rental and Staging.

Lead retrieval can be purchased through AAOE'd third-party vendor, eShow.

You can find pricing and discount deadlines here.

For questions contact leads@goeshow.com or 847-620-4499.

 

  • Shipping form can be downloaded here.
  • It is preferred for all exhibitors to ship their materials to the advance warehouse.
  • The deadline to have all materials shipped to the advance warehouse is April 6 - after this date there will be a 25% surchage added to the material handling.
  • Nothing will be accepted to the advance warehouse after April 11.
  • If shipping to the hotel, materials must arrive by April 14.

To ship materials back home you will need to fill out a Material Handling Agreement. This can be done in advance on the Paramount website or on-site at the Paramount desk.

You are welcome to use any carrier of your choice, however, if you use a carrier other than ABF, the show carrier, you are responsible for scheduling the pickup.

Drivers can pick up Monday, April 16 from 6:00 - 11:00 pm during the tear down time and they must check in by Tuesday, April 17 at 7:00 am or the items will be forced ABF.

All items need to be labeled and can be left in the booth space, just turn the Material Handling Agreement in to the service desk.

You are welcome to store empty containers in your booth if you have a good spot to do so. Paramount will also have empty stickers available that can be picked up from their desk. They will store items with empty stickers during the show and return the items at the end of the show.

Note, with a conference of this size and with this much freight it is possible to take a couple hours for empty containers to be returned. Paramount offers priority empty stickers for $100 and that guarantees they would be returned within an hour of the conference ending.

What to Know Before You Go

Technically, no. Exhibitors select their booth during booth draw. Exhibitors can select any location they want from the available booth spaces.

If a competitor selects a location next to you after you have already selected your exhibit booth, we can work with you on moving you to an available booth location.

The dress code during AAOE's conference is casual, however, we encourage booth staff to be dressed in business casual. This includes golf polos, button-down shirts, dress pants/skirts, khakis, and comfortable shoes.

On themed days, everyone (booth staff included) is encouraged to take part!

Sunday, April 15 is Give Kids the World Day. Donate $25 or more to the AAOE conference charity, Give Kids the World and receive a shirt to wear showing your support!

Monday, April 16 is Sports Day. "Sport" a jersey or your favorite team apparel on this day. We also welcome everyone to dress in jeans and tennis shoes. 

Booth draw is Thursday, January 18 and Friday, January 19. 

The exhibit company's main contact will receive an email on Wednesday, January 10 with your booth draw selection time.

All balances must be paid in full in order for the exhibiting company to participate in booth draw.

Full and final payments are due by Wednesday, January 5. To view all future deadlines, please visit here.

Combination of dark red, light blue, dark green, and brown.

Hyatt Regency Orlando

9801 International Drive

Orlando, Florida 32819

Phone: 401-284-1234

There is a negotiated room block available to exhibitors. Room rate is $239 per night. Deadline for room rate is March 22, 2018. 

Exhibiting companies receive:

  • Two complimentary booth staff badges per 10x10 space
  • Access to four attendee registration lists (three pre-conference and one post-conference)
  • Included in AAOE's marketing:
    • Printed books
    • AAOE Annual Conference website
    • Mobile app

The Industry Relations Advisory Board is a group of ten exhibitor volunteers that provide recommendations on specific aspects of AAOE's exhibitor, sponsor, and advertising programs to better serve AAOE members and improve the AAOE vendor experiences.

You can apply to be a part of the advisory board in April 2018. Volunteer terms are one-year, starting at conference and concluding at conference.

The Exhibit Hall (Regency Ballroom) ceiling height is 31 feet. The foyer (outside the Regency Ballroom) ceiling height is 60 feet.

If your company has an especially tall booth, the foyer will be your better option.


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